SV: Scanning licences - Swedish experience

["Philippa Andreasson" <philippa.andreasson@kb.se>]

Dear Julie,

In the Swedish consortium, BIBSAM, scanning of licences and 
publishing them on the consortium web site began in 2005.

The countersigned and completed licence document is scanned using 
Adobe Acrobat software and then password protected with access 
for the BIBSAM Consortium internal network via the BIBSAM web 
site. Their access rights are limited to read and print. 
Electronic coping is not permitted.

A concise, standardised, summary of each licence is made 
available on the web site for all librarians, students and users 
covering usages issues such as ILL rights, inclusion in course 
compendiums, walk in use, etc.

One benefit of this process has been to reduce administrative 
paperwork, pre

2005 a photocopy of each licence (approx. 35) was sent to each of 
the library heads at up to 50 institutions.

Some of the challenges have been -

Dealing with amendments, that is how to incorporate and combine 
the yearly amendments and attachments. In this case we decided to 
add the extra documentation on at the end of the original licence 
rather than have multiple scanned documents relating to the same 
licence period.

Deciding on a file naming system, that is how to name and date 
the files in an abbreviated yet comprehensible format for the 
web.

As a Government authority all the BIBSAM contract negotiation 
documentation is filed and archived so the scanned licences are 
not a necessity for BIBSAM in terms of archival storage. We do 
not currently OCR the documents.

Hope this brief information proves useful.

Contact me if you are interested in any more detail.

Regards,

Philippa Andreasson
Kungli. biblioteket, National Library of Sweden
BIBSAM - National Co-ordination and Development
Box 5039, SE-10241 Stockholm Sweden

_______________________________

Julie Blake <jblake11@jhuadig.admin.jhu.edu> wrote:
(Apologies for duplication).

We're interested in scanning licenses so they're available for 
various constituencies and searchable (OCR?) as well. We do not 
yet have an ERM, but would like to get started anyway. We know 
there have got to be others that are way ahead of us in this 
game, so I'm throwing myself upon your tender mercies. Who's 
doing this? How? Thoughts, ideas, warnings? Anyone have an open 
source solution for organizing or scanning?

Thanks,

Julie C. Blake

Serials & Electronic Resources Acquisitions Coordinator Sheridan 
Libraries, Johns Hopkins University julie.blake@jhu.edu